Administrative Assistant - Front Office

Hubot | Tri Pac, Inc. CDMO; South Bend (IN); On-site; USD 33,000 - 42,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company contribution

Paid time off and holidays

Job summary

Hubot, Inc. in Indiana is seeking a Receptionist/Administrative Assistant to be the face of the company, welcoming visitors and efficiently handling communications.

This role requires a friendly demeanor, strong verbal and written skills, and the ability to prioritize multiple tasks with confidentiality. The position supports management with scheduling, meeting preparation, and document handling, and demands 3–5 years of front-office experience and a High School Diploma or GED.

Qualifications

• High School Diploma or GED required.
• 3–5 years of front office or administrative experience.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.

Responsibilities

• Answer and route incoming calls to the appropriate personnel.
• Prepare conference rooms and schedule meetings.
• Manage and organize Outlook emails and calendars.
• Greet visitors and verify sign-in for security.
• Provide administrative support to management.
• Plan, prioritize, and organize daily tasks.
• Prepare meeting handouts and company announcements.
• Record detailed meeting notes when needed.
• Maintain and organize office supplies and equipment.
• Perform other administrative duties as assigned.

Skills

Verbal & written communication

Front office experience

Time management

Customer service

Education

High School Diploma or GED

Tools

Outlook

Job description

This position is not eligible for visa sponsorship.

About Hubot

Hubot, Inc. is an FDA-registered contract development and manufacturing organization (CDMO) specializing in liquids, semi solids and aerosol filling for global pharmaceutical and personal care brands including Fortune 500 clients. We develop and manufacture products that reach consumers across the world, and our analytical laboratory is central to making that happen safely, accurately, and on time.

Job Description:

The Receptionist/Administrative Assistant is the face of Hubot, Inc when customers, vendors, new hires, and guest enter the building. This person must be personable, friendly, and welcoming to all who enter our doors. This individual receives visitors, manages customer communication, and can efficiently manage his/her time and prioritize multiple projects. The Receptionist/Administrative Assistant is detail oriented who is capable of meeting deadlines and multiple tasks with ease while maintaining a high degree of confidentiality and demonstrates excellent verbal and written communication skills.

Responsibilities:

• Manages incoming telephone calls and transfers to appropriate personnel.
• Prepares conference room for meetings and schedules appointments.
• Manages and maintains Outlook emails.
• Greets and receives visitors and new hires, ensuring proper sign-in
• Provides a wide variety of administrative support to management.
• Plans, prioritizes, and organizes daily responsibilities.
• Prepares handouts for meetings.
• Prepares Company announcement documents.
• Keeps detailed meeting notes when necessary.
• Maintain and organize office supplies.
• Other administrative duties as assigned.

Education and/or Experience:

• High School Diploma or GED
• 3-5 years of experience in front office and admin role

What We Offer

• Competitive base salary commensurate with experience
• Medical, dental, and vision insurance
• 401(k) with company contribution
• Paid time off and holidays

Hubot, Inc. is an Equal Employment Opportunity / Affiliation Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.